JOB DIMENSIONS
The Project Administration and Assistance is responsible for managing all site activities to support the project construction team.
KEY RESPONSIBILITIES
Daily Administrative Tasks
- Manage correspondence and communication between project teams, contractors, and stakeholders
- Maintain physical and digital filing systems for project documentation and team documentation
- Handle phone calls and direct inquiries to appropriate personnel
- Schedule, coordinate, and prepare agendas for meetings; record and distribute minutes
- Communication Management: Handle internal and external communications, ensuring timely responses and information flow
- Coordinate the preparation and submit daily, weekly, and monthly reports on project progress, issues, and resolutions
- Coordinate travel arrangements for project personnel and visitors
- Manage office supplies and equipment for the project site
- Arrange accommodation and transportation for project staff and visitors, ensuring their safety and comfort
- Coordinate all materials and equipment: procurement, delivery, and inventory management of materials and equipment required by the construction team
- Ensure the site is equipped with necessary facilities such as office space, restrooms, and storage areas
- Help with basic budgeting and expense tracking for the project site
- Process invoices and expense reports
- Maintain records of financial transactions related to the project
- Assist in monitoring project expenses and budget allocations
- Handle the processing of invoices and payment requests in coordination with the finance department
- Prepare regular expense reports for review by the Project Director
- Staff Coordination: Maintain records of project staff daily POB
- HSE Compliance: Ensure all site activities comply with local and international health, safety, and environmental regulations
- Safety Training: Coordinate safety training sessions for site personnel
- Assist in communication with local authorities in Basra
- Help coordinate with local suppliers and service providers
- Support the team in navigating local regulations and customs
- Facilitate communication between various project teams and departments
- Manage and maintain project management software and databases
- Provide basic IT support for on-site personnel
- Keep track of equipment and materials inventory for the project
- Assist in procurement processes and documentation
- Travel Arrangements: Organize travel itineraries for the Project Director and project and to all project staff
- Special Projects: Undertake special administrative projects as assigned by the Project Director
- Main responsible to control and record the project staff daily POB
- Material and equipment procurement and stock management by ensuring the procurement, delivery, and inventory of office materials and equipment, personal protection equipment and other tools
- Manage correspondence and communication between internal team, all projects and stakeholders
- Assist in monitoring project expenses and budget allocations
- Assist to prepare presentation, letters translation and issuance
QUALIFICATION AND EXPERIENCE
- Education, experience, and other criteria that the employee should possess:
- A bachelor’s degree in business administration, Project Management, or a related field
- Experience minimum of 5-7 years of experience in a site administration role, preferably in construction or a similar industry
- Proven track record of handling administrative tasks in a project environment
- Basic IT support skills for on-site personnel
- Strong organizational and documentation skills
- Excellent verbal and written communication skills
- Ability to manage correspondence and communication effectively between various stakeholders
- Experience in coordinating travel arrangements, accommodation, and transportation for project staff and visitors
- Competence in managing office supplies and equipment logistics
- Understanding of basic budgeting and expense tracking
- Ability to process invoices and manage financial records
- High and proved IT proficiency, particularly in MS Word, Excel, and Power Point
- Fluency in English and Arabic is a must
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.